COM 0623.000 1996-1998 - Laserfiche WebLink

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Sewer commercial accounts aze billed monthly and residential accounts are billed bimonthly. After three billing cycles (90 days for monthly accounts and 180 days for bimonthly accounts), past due accounts are referred to either Corporation Counsel (balances exceeding $200) or to an outside collection agency (balances less than $200). Such referred accounts are called collection status accounts. The following procedures aze used for Solid Waste Division (landfill) receivables. Bills are mailed within 10 days of month end, collection letters are sent when accounts are past due, and, generally, accounts over $1,000 and over 90 days outstanding aze sent to the Corporation Counsel for further collection efforts. The Division pursues collections on accounts less than $1,000. The Division also pursues collection of certain accounts greater than $1,000, which accounts are deemed fully collectible and continue an active landfill business. Collection procedures appear to be in place for both sewer and landfill accounts; however, collection efforts are not aggressive, credit is rarely withdrawn, and phone contact is seldom made. More effective collection efforts should convert much of the delinquent receivables total of $1,248,531 to cash. This observation and recommendation has been repeated from last year. The Department has made little progress from last year. The Waste Water Division has requested proposals to contract for collection services; however, proposal responses have not yet been received and/or evaluated. Also, the Division and the Corporation Counsel have begun to schedule meetings with larger past due accounts. Recommendation: The Director of Public Works should: formalize and enforce credit, billing and collection policies and procedures for the department; consider using a private collection agency to collect on its accounts receivable greater than 90 days; and take a more proactive approach in its collections. The County should also record an allowance for doubtful accounts and write-off uncollectible balances. D. LONG-RANGE STRATEGIC INFORMATION SYSTEMS PLAN Observation: The County's systems plan needs to be updated. Background: The original Long-Range Strategic Information Systems Plan, developed in 1991, is now obsolete due to changes in the County's requirements and priorities, as well as information technology which was not available in 1991. For example, implementation of a County of Hawaii Internet E-Mail system and web page would improve the communication with citizens and improve information access to County information. In addition, DPD has already implemented or is in the process of implementing many of the projects recommended in the 1991 plan. Without an up-to-date systems plan, the "roadmap" to prioritize projects and allocate resources for County systems is missing. If DPD is unable to prepaze an updated plan due to its workload, then consideration should be given to contract for its development. Recommendation: Update the County's Long-Range Strategic Information Systems Plan. See Appendix for additional information on long-range systems planning. -7-